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A soft systems methodology approach to the improvement of a housing association’s defects management and learning systems Conference or Workshop Item Published Version Hopkin, T., Lu, S.-L., Rogers, P. and Sexton, M. (2016) A soft systems methodology approach to the improvement of a housing association’s defects management and learning systems. In: the 32nd ARCOM Conference, 5th – 7th September, Manchester, UK, pp. 1283-1292. Available at http://centaur.reading.ac.uk/67077/ It is advisable to refer to the publisher’s version if you intend to cite from the work.  See Guidance on citing  . Published version at: http://www.arcom.ac.uk/-docs/proceedings/ecc088ae20a352329fe3f2c15be26f76.pdf All outputs in CentAUR are protected by Intellectual Property Rights law, including copyright law. Copyright and IPR is retained by the creators or other copyright holders. Terms and conditions for use of this material are defined in the End User Agreement  

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Page 1: A soft systems methodology approach to the improvement of ...centaur.reading.ac.uk/67077/1/Hopkin - A Soft Systems...(Checkland and Poulter, 2006:4). Problematical situations contain

A soft systems methodology approach to the improvement of a housing association’s defects management and learning systems Conference or Workshop Item 

Published Version 

Hopkin, T., Lu, S.­L., Rogers, P. and Sexton, M. (2016) A soft systems methodology approach to the improvement of a housing association’s defects management and learning systems. In: the 32nd ARCOM Conference, 5th – 7th September, Manchester, UK, pp. 1283­1292. Available at http://centaur.reading.ac.uk/67077/ 

It is advisable to refer to the publisher’s version if you intend to cite from the work.  See Guidance on citing  .Published version at: http://www.arcom.ac.uk/­docs/proceedings/ecc088ae20a352329fe3f2c15be26f76.pdf 

All outputs in CentAUR are protected by Intellectual Property Rights law, including copyright law. Copyright and IPR is retained by the creators or other copyright holders. Terms and conditions for use of this material are defined in the End User Agreement  . 

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www.reading.ac.uk/centaur   

CentAUR 

Central Archive at the University of Reading 

Reading’s research outputs online

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Hopkin, T, Lu, S-L, Rogers, P and Sexton, M (2016) A Soft Systems Methodology Approach to the

Improvement of a Housing Association’s Defects Management and Learning Systems. In: P W Chan

and C J Neilson (Eds.) Proceedings of the 32nd Annual ARCOM Conference, 5-7 September 2016,

Manchester, UK, Association of Researchers in Construction Management, Vol 2, 1283-1292.

A SOFT SYSTEMS METHODOLOGY APPROACH TO

THE IMPROVEMENT OF A HOUSING ASSOCIATION’S

DEFECTS MANAGEMENT AND LEARNING SYSTEMS

Tony Hopkin1, Shu-Ling Lu2, Phil Rogers3 and Martin Sexton4

1&3 NHBC, NHBC House, Davy Avenue, Knowlhill, Milton Keynes, MK5 8FP, UK

2&4 School of Construction Management and Engineering, University of Reading, Whiteknights, PO

Box 217, Reading, Berkshire, RG6 6AH, UK

Rapid growth in the production of new homes in the United Kingdom (UK) is putting

build quality under pressure as evidenced by rising numbers of defects. Housing

Associations (HAs) contribute approximately 20% to the UK’s housing supply. HAs

are experiencing challenges of central government funding cuts and rental revenue

reductions. Maximising the benefit of learning from defects is recognised as being a

key opportunity for HAs to help meet these challenges. This paper explores how a

HA is introducing change to improve the way they learn from past defects in an effort

to reduce the prevalence of defects in future new homes. Soft systems methodology

was used to assist a HA who were intent on making such change, but were unable to

identify a clear improvement opportunity. The findings identify a significant

mismatch between what the HA’s system should be doing to enable the HA to

manage and learn from defects and the current situation. The mismatch has revealed

to the HA that a modification to their information system is necessary to improve

performance and enhance learning via live data analysis and reporting. This research

is ongoing and the HA is currently in the ‘taking action’ stage.

Keywords: defects, housing associations, new-build housing, soft systems

methodology

INTRODUCTION

In the UK there is a shortage of homes (Holmans, 2013). In order to reduce the

shortage of homes, the UK house building sector is rapidly upscaling production, with

a 16% increase in new housing completions for 2015 compared to 2013 volumes (HM

Government, 2015). The current upsurge in housing completions is impacting build

quality as evidenced by an increase in new housing defects. The Home Builders

Federation survey (HBF, 2016) shows that in 2016, 62% of home owners reported

over five defects in their new-build house, an increase of 3% compared to 2015.

Housing associations (HAs) contributed circa 20% of the UK’s housing supply in

2014 (HM Government, 2015). Despite the HAs’ important housing contribution, in

recent years they have experienced declining funding from the UK Government

(Jefferys et al., 2014) and as of April 2016 were also required to reduce social housing

rents by 1% each year until 2020 (HM Treasury, 2015). HAs remain committed to

helping ease the UK’s housing shortage but fear that the funding and rental reductions

1 [email protected]

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Hopkin, Lu, Rogers and Sexton

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will limit their ability to develop new homes (NHF, 2015). Therefore, HAs are

seeking to reduce costs to maximise surplus revenue to help finance future builds

(Inside housing, 2016). Due to high volumes of defects, repairing defects is the

largest expense for most HAs (HouseMark, 2012) and improving how they learn from

defects is seen by the HAs as crucial to meet their challenges. This paper explores

how UK HAs are seeking to improve how they learn from past defects.

EMPIRICAL SETTING

Learning from defects has often been argued as a means for reducing defects in the

literature. Egan (1998), for example, recommends that construction organisations

should methodically assess completed projects, to feed the knowledge gained back

into development processes to improve. More importantly, learning from defects in

house building has been viewed as a means of reducing repair costs. It is argued that

auditing defect repair costs and implementing appropriate process improvement

strategies has potential to eliminate the costs associated with repairing defects (Love,

2002). The benefits of learning from defects are consistent and improving the way

HAs learn from defects is seen by the HAs as a key opportunity to reduce defects and

maximize surplus revenue. For example, continuously studying past performance and

improving future practice based upon the knowledge gained has been seen by HAs as

a means of reducing response repairs (repairing defects) (Coastline, 2015).

Similarly, continuously monitoring previous expenditure (including repair expenditure

resulting from defects) and improving performance based upon the understating

gained from that monitoring is viewed by HAs as a means of reducing costs (e.g.

Arcon, 2015). Guided by organisational learning theory, Hopkin et al. (2016) found

that HAs begun their learning and defect reduction efforts by analysing their post-

completion defect data. The data was recorded by a number of actors/actor groups

who were involved as part of the HAs’ defects management processes: call centres,

the aftercare teams, and clerk of works. Based upon the HA’s analysis and the gained

understanding of what was going wrong within their properties, they could (if

feasible) implement change that may result, and has been indicated to result in a

reduction in the targeted defects. The HAs were found to be restricting their learning

to a short-term solution of reducing defects through product and system adaptations.

The work by Hopkin et al. (2016) further indicates that focusing on product and

systems adaptations alone supresses HA’s abilities to reduce defects in the future.

Whilst the previous studies have offered insights on how HAs learn from defects, and

proposed potential areas of improvement, and HAs have outlined their desire to

improve their learning, there is limited research to explore what changes HAs are

actually making to improve their learning from defects practice in an effort to remain

viable businesses in the face of their current challenges.

RESEARCH METHODOLOGY

Case study context

The HA presented in this research are a provider of around 1,000 new affordable

homes per year in the south of England and have a build stock of over 20,000 homes.

The HA are committed to helping ease the UK’s housing shortage by developing new

homes to rent, as well as for sale via shared and private ownership schemes. The HA

have ‘a development arm’ responsible for building new homes and ‘an asset

management arm’ responsible for managing the build stock (including defects). The

HA can use any surplus revenue they make from rental income (including service

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Improving defects management

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charges) and the sale of homes to maintain existing homes and help finance new ones.

The HA have a desire to reduce defects in their new homes and the associated repair

costs to maximise surplus revenue to increase their production of new homes and

believe that improving the way they learn from defects can achieve this. The HA are

unable to find a clear improvement opportunity but are intent on taking action.

Methodological lens

Soft systems methodology (SSM) was deemed suitable for this research as it is well

suited to ill-structured real world problems (in this case improving how the HA

manages and learns from defects with no clear improvement opportunity) (Khisty,

1995). SSM is defined as “an organised, flexible process for dealing with situations

someone sees as problematical, situations which call for action to be taken to improve

them, to make them more acceptable, less full of tensions and unanswered questions”

(Checkland and Poulter, 2006:4). Problematical situations contain people who are

trying to act purposefully, with intention (in this case managing and learning from

defects). The use of SSM as an approach to assist stakeholders to achieve a common

understanding of the problematical situation in construction have been demonstrated

in Green’s work (1999) that suggests SSM has potential to improve value

management practice in the early stages of a construction project.

SSM aims at bringing around an end to the “problem” through accommodations to

enable action to be taken to improve the situation with a focus on implementing

change. SSM provides a set of principles which can be both adopted and adapted (in

any way which suits the specific nature of each situation in which it is used) for use in

any real-world situation in which people are intent on taking action to improve it (as is

the case with the HA presented in this research) (Checkland and Poulter, 2006). The

drawbacks of SSM are that it requires large input and participation from those

involved over a sustained period of time. Moreover, when applying the SSM, the

researcher needs to acknowledge himself/herself as an active part of the problematical

situation and not a neutral observer (Green, 1999). SSM, in its idealised form, is

designed as logical sequences of four stages (Checkland, 2000). (1) Finding out about

a problematical situation: the key tasks are to undertake exploratory discussions with

people in the situation to identify the main stakeholders and the situation (and

potential issues) at present. (2) Formulating a relevant purposeful activity model: a

purposeful activity model is a model of the activities which fulfil the respective

stakeholders’ worldviews and form an ideal system state (Ramage and Shipp, 2009).

To build a purposeful activity model, a clear definition of the purposeful activity is

required, in SSM known as “root definitions” (Checkland, 2000). Root definitions

develop each stakeholder’s view as a sentence (Paul et al., 2013). The differences

between these definitions can be compared to identify where they overlap and where

they are in conflict with each other, which can lead to the development of a consensus

model which can be used to explore possible improvements to the current situation

(Paul et al., 2013). The primary aim of purposeful activity models are to stimulate

cogent questions in debate about the current situation and the desirable changes to it.

(3) Debating the situation: the starting point of debating the situation is to compare the

purposeful activity model (i.e. the ideal system state) to the current situation. The

differences between the models and the current situation provide a fruitful arena to

discuss conceivable changes to the problematical situation (Khisky, 1995), e.g. what

change is needed; why it is needed; how it can be achieved; what action is required;

and, who will take the action. The aim of the debate is to identify changes which

would improve the situation and are regard as both desirable and feasible which

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respective stakeholders can live with (Checkland, 2000), and accommodate between

conflicting interests which will enable action-to-improve to be taken. (4) Taking

action: when stakeholders accept changes to be systemically desirable and culturally

feasible (Khisky, 1995) the final activity is taking action to improve the situation.

Data collection and analysis

To-date, data collection consisted of one semi-structured interview, one focus group

and a review of relevant organisational documentation. The data collection methods

and participants who participated within SSM’s four stages are described below.

(1) Finding out about a problematical situation: the problematical situation was

entered in June 2015 as part of research that sought to explore how HAs learnt from

defects. The HA were one of twelve self-selected HA case studies. The interviewees

were selected for their expert knowledge of, and involvement in, the defects

management process, and introducing change within their HA. The participants were:

the Head Clerk of Works, the Aftercare Administrator, the Quality Manager and the

Asset Manager. The interview questions asked to gain insight into the HA’s defect

management and learning processes are listed as follows: Q1: Do you record post-

completion defect data?; Q2: At what level of detail is the data captured?; Q3: Do you

analyse defect data?; Q4: How frequently is the analysis undertaken?; Q5: Why do

you analyse defect data?; Q6: How do you decide that the findings present a need for a

change?; Q7: If a change is needed, how do you identify adaptation options?; Q8:

How are adaptation options decided and selected, and by who?; Q9: Once selected,

how are the new processes communicated around the organisation?; and, Q10: When

implemented, how do you monitor the new processes to ensure they are viable?

During the interview field notes were taken. Upon completion of the interview the

field notes were typed up and sent to the participants to verify and update as

necessary. In addition, further data were obtained by analysing the HA’s defects

management procedures and defect records. The data was thematically analysed.

(2) Formulating a relevant purposeful activity model; and, (3) debating the situation: a

focus group took place in October 2015 with three participants from the HA's asset

management arm: the Head Clerk of Works, the Aftercare Administrator, and the

Asset Manager. The aim of the focus group was to explore the situation the

stakeholders identified as problematical to understand the HA's issues in order to

bring about change. During the focus group, the participants were asked two

questions: Q1: What is your current system supposed to enable you to do?; and, Q2:

What activities would be required in order to achieve the described system? During

the focus group field notes were taken as audio recording was not permitted.

(4) Taking action: shortly after the focus group a follow-up email was sent to the

participants which reiterated the areas for improvement identified and potential

options that the HA may want to consider as a means of achieving those

improvements. After the initial email regular follow-up communication was

maintained with the participants to check on progress. The taking action is on-going

and next step is a follow-up interview with the participants to evaluate if the HA’s

defect management practice (the problematical situation) is improved after the action

has been taken (the application of a defects assessment information system).

KEY RESULTS

This section is structured using the four stages of the SSM model.

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Finding out about a problematical situation

The key results indicate that the HA’s defect management and learning process

(current situation) can be generally grouped into two phases: the defects management

phase (interview questions 1 and 2) and the learning phase (interview questions 4 to

10). Each phase, the key stakeholders involved are described below.

The defects management phase, undertaken by HA’s asset management arm includes

eight key activities (from 1 to 8). First, the home occupant contacts the HA’s call

centre to report a defect. Second, the call centre refers the request to the Aftercare

Administrator via an email, who records the provided information in their spreadsheet.

The Administrator typically records three themes: the date the defect was reported; the

property details (address, property completion date, associated scheme ID, contractor

responsible for the build, type of construction, and any associated warranty policy

details); and, the details of the person reporting a defect. Third, the Aftercare

Administrator contacts the home occupant to discuss the defect further to gain

additional information regarding the nature of the defect and then records this

information within a free-text field in the spreadsheet. Fourth, the Administrator

contacts a clerk of works to arrange an investigation on the case. Fifth, the Clerk of

Works investigates the defect. Sixth, the Clerk of Works reports the investigation

findings back to the Administrator who updates the details within the free-text

description field within the spreadsheet. Seventh, based upon the findings of the

investigation, the aftercare team (the Head Clerk of Works or Administrator) then

arranges for remediation of the defect (either through a contractor or the warranty

provider if there is a warranty in place). Finally, once the remediation arrangement is

made, the aftercare team will monitor until completion, at every stage recording: the

status of the repair (i.e. ongoing, completed), the repair cost, any cost savings; and,

any changes to the scope of the repair or defect identified.

The learning process includes four key activities and is heavily reliant on analysing

the data captured during the defects management phase. First, on a weekly basis the

HA’s asset management arm (the Asset Manager, Head Clerk of Works and Aftercare

Administrator) manually analyse the defects spreadsheet together to monitor

contractor and product and system performance, in order to identify improvement

opportunities to reduce defects (typically high volume defects). Second, the Asset

Manager (the asset management arm) and the Quality Manager (the development arm)

discuss the problem areas during bi-monthly meetings. In cases where the problem

areas are deemed significant enough (a perceived level of value by the individuals) to

warrant a change to the HA, the Quality Manager tends to seek solutions.

The HA’s focus at this point is primarily to design out defects through product and

system changes, and these changes are typically identified by either reviewing

schemes that are generally performing well in the given problem area, or through

internal and external people being invited to offer solutions to the given problem.

Third, when a viable solution to the given problem has been identified the proposal is

put forward to a review panel consisting of a leadership group (HA’s senior

management). The leadership group then review the proposal. If the proposal is

deemed suitable for the HA, the HA’s ‘employers requirements’ (the specification to

be used for all builds) are updated and used for subsequent projects. The HA use data

analysis to identify both improvement opportunities and monitor whether a change has

been successful. Finally, in addition to the specification updates, networking

(informal internal communication) is undertaken by way of the Head Clerk of Works

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Hopkin, Lu, Rogers and Sexton

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(who focusses on defects post-completion) feeding back the problem areas to site

teams (the clerk of works, who the Head Clerk of Works manages and investigate new

builds and post-completion defects) as ‘areas to watch’ on future builds.

It became clear that three key stakeholders within the HA desired to improve their

learning and defects management practices. They, however, could not identify a clear

improvement opportunity, but were intent on making changes. A focus group was

arranged to further explore the perceived systems of concern as described below.

Formulating a relevant purposeful activity model

The focus group started with the facilitator (the first author) outlining his

understanding of the HA’s current situation (based upon stage 1 above) to ensure it

was accurate. The individual participants were then asked to explicitly outline what

their defects management and learning system was meant to enable them to do (their

world views) (focus group question 1). It was found that there were two contrasting

views among the three participants. The Aftercare Administrator had a short-term

view pertaining solely to the repair process and suggested that the system is in place to

provide the home occupants with a good repair service by stating that "the current

spreadsheet in place was started from a blank canvas and developed based upon the

experience of the job role. The system exists to help us [the housing association] to

manage the defects process and record detailed defect data to enable us in providing

the customers with a good repair service, that they can be satisfied with". In contrast,

the Head Clerk of Works and Asset Manager had a long-term view of defect and

repair cost reduction when they advised that "the system should provide us [the

housing association] with an informed view of what is going wrong in homes, so I can

feed this back to my site teams to make them aware of problematic areas of work,

which should help us to reduce defects moving forward" and "the system in place

should provide real time information and knowledge of specific defects in homes to

develop solutions to help us [the housing association] achieve long-term cost savings

and defect reduction through identified improvement opportunities" respectively.

After identifying the individual stakeholder’s world views a purposeful activity model

was developed to depict what the HA’s defect management and learning system was

meant to enable them to do. Theoretically, SSM would seek to develop a purposeful

activity model for each of the three key stakeholder's worldviews for discussion due to

different interests, expectations and interpretations of the defect management system.

However, after outlining their individual worldviews in the focus group, a discussion

among the three key stakeholders took place and a level of consensus was reached in

regards to what the system of concern is and what it should (ideally) do.

From this consensus the following clear definition of the purposeful activity was

developed: “The defects management system is owned by the Asset Manager, who

together with the Aftercare Administrator and Head Clerk of Works, captures post-

completion defect data from the home occupants in order to manage the defects

remediation process to a satisfactory completion, and provides real-time information

as the basis of the learning process to help identify improvement opportunities for

future projects; and, by doing so, to satisfy customers, reduce targeted defects and

reduce long-term repair costs associated with new homes”. Developing the consensus

model (figure 1) involved asking the collective stakeholders to clearly outline what

activities would be required (step-by-step) for the described system to work (focus

group question 2). The consensus model of the HA's defects management system

consists of the following nine activities.

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First, a report of a defect is received by the aftercare team and logged within the HA's

defects management system. Second, the site environment is entered and the defect is

investigated and detailed defect data captured. Third, based upon those detailed

investigations the scope of work is established and the repair scheduled. Fourth, from

the repair schedule the necessary materials, contractors and equipment are procured.

Fifth, the repair is undertaken. Sixth, acceptable performance measures such as

estimated repair durations and agreed costs are predefined. Seventh, whilst activities

2, 3 and 5 are being undertaken in the site environment, these three activities are

monitored by the aftercare team (business environment) against predefined

performance measures (activity 6). Eighth, if the acceptable measures are exceeded

then action is taken by the aftercare team to get the site work back on track. The final

activity, also ‘a new activity’, is that upon completion of the repair, the aftercare team

have discussions with the home occupant and identify their level of satisfaction with

both the repair and service quality.

Figure 1: Consensus model of the HA's defects management system - the ideal system state

During the learning process, the Asset Manager will monitor performance and identify

potential improvements by extracting live data reports from the defects management

information system (a new activity). The data extraction is then used as the catalyst

for corrective and preventative action (taken forward with other actors in the process)

to reduce the prevalence of defects in future homes, decrease the long-term cost of

repairing defects in the HA’s build stock; and, increase the home occupants

satisfaction with the repair service.

The consensus model identifies two new activities: surveying customer satisfaction,

and live data analysis.

Debating the situation

The consensus model (figure 1) was used to explore possible improvements to the

current situation, by comparing the ideal system state with the current situation. It

was found that there is a clear mismatch between what the current system should be

doing to enable the HA to manage and learn from defects, and reality (the current

situation). The HA's Asset Manager asserted that they can no longer go on using their

current system due to its disadvantages, and confirmed that he will take action. The

primary disadvantages of the current system are: a) the laborious data analysis

procedures associated with manually reviewing long free-text descriptions; and, b) the

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inability for the HA to track the home occupant's satisfaction with the repair service

(the two new activities outlined in the consensus model). a) The HA's current defects

management system is centred around a standard spreadsheet which is reliant on

manual text input for recording all details of the defects reported and the subsequent

repair processes. At present the HA's sole way of capturing details of defects reported

is through the use of a free-text field within that spreadsheet, which typically contains

a long string of text outlining various details pertaining to the defect, with no

simplified description or category (such as building area) to aid trend identification.

The HA's current defect analysis approach is in stark contrast to the live data analysis

capabilities outlined for the ideal system state. The HA identified a strong desire to

develop a bespoke defects management information system that allows the HA to

look-up property records for their existing build stock. After identifying the property

where a defect occurs, the HA would like to be able to: create a new defect record

(including a category by building area); input customer details; arrange an

investigation; arrange for the defect to be remedied; and, document and track progress

along the way. Based upon the data held within the system, the HA also desire to

have the capability to undertake live data analysis and reporting to track cost and

trends of specific defects, displayed via a dashboard. b) The HA do not have any

mechanism in practice to record the home occupants level of satisfaction with repairs

and therefore cannot analyse customer satisfaction. The HA wish to bring in a new

process of surveying the home occupants satisfaction with repairs.

Taking action

Building upon the desired changes identified when debating the situation, a number of

potential options were proposed to the HA by the researcher. These options were

identified from other HA’s working practices discussed in previous literature (Hopkin

et al., 2016), including: (1) categorising defects by building area to enable the HA to

identify specific areas of focus and to facilitate live reporting; (2) recording the details

of the contractor responsible for the original build along with the number of plots they

produced to aid the HA in distinguishing the number of defects per unit built and a

true representation of contractor defect related performance; (3) recording the scheme

region to help the HA develop an understanding of any particular regional trends, so

that the HA can tailor specific guidance to the site-based teams in that area; (4)

recording the priority of the repair (e.g. urgent, routine), to assist the aftercare team in

managing the repair process; (5) recording whether a complaint had been made during

the repair process to assist the HA in gauging the home occupants level of satisfaction

with the service provided (in addition to the proposed satisfaction survey); and, (6)

analyse defects by their individual impacts (a proposed new weighting system).

Among these six options, the development of a new weighting system for defects

(option 6) was the only option rejected by the HA. The remaining five options were

further converted by the HA into two actions. The first action was undertaking an

immediate short-term solution of updating their spreadsheet and processes to

categorise defects, record repair priority, record complaints and introduce a customer

satisfaction survey. The second action was to introduce a long-term solution of

developing a bespoke defects management system with live data dashboard: this

action is currently being developed by the HA’s IT department.

DISCUSSION

The HA presented in this research were intent on taking action to improve their

defects management and learning practices to adapt to the current pressures of

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increased defects in new homes and reduced funding, however, with no clear

improvement opportunity identified. The review of the HA’s defects management and

learning processes found that they used data captured by their defects management

system and analysis of that data as the basis of their learning and improvement. The

HA’s current system was not doing what the participants believed it was doing. Each

participant had an individual view of what the system should enable them to achieve,

however through discussion a level of consensus was agreed. Two new activities

were found to be required in order to bring the system in line with the HA’s

expectations which were: the development of a bespoke defects management system

with live data reporting, and the introduction of a satisfaction survey (for repairs).

This research started with the researcher (the first author) as an outsider who was

aiming to better understand HAs learning processes. From the initial interaction to the

research presented in this paper, the researcher’s role moved from an outsider to an

active part in one HA’s change. When becoming actively involved in the research,

it’s vital to acknowledge that involvement and the effect it may have. The principles

of SSM allowed the researcher to maintain a level of neutrality until the HA had

identified desirable and feasible changes. However, by discussing other HAs

practices with this HA and making recommendations, the researcher is likely to have

influenced the HA’s view of what action they should take.

CONCLUSION

This paper contributes to our understanding of the HA’s quest for improvement by

reporting one HA’s efforts to identify new opportunities to advance their defects

management and learning practices. The HA in this case were keen to improve to

meet their current challenges but could not identify a clear improvement opportunity -

this may be the case with many HAs at present. The HA was found to be reliant on

their defects management system (and analysing data captured from that system) as

the starting point to trigger their learning processes. However, the HA’s current

defect management system is not doing what it is intended to do. The HA believed

that a system modification was necessary to improve their management of defects and

enhance their learning via live data analysis/reporting. The adoption of SSM in this

research has made it possible for the HA to explore the situation the stakeholders

identified as problematical (facilitated by the researcher) to understand their issues.

More importantly, the flexibility of the SSM (the ability for the study to commence at

any point) allowed the principles to be adapted to suit the specific situation, as the

study first adopted the SSM principles after previously finding out about a

problematical situation (where people were intent on taking action to improve and had

asked the researcher to assist). The flexibility of SSM shown in this research further

supports Winter’s (2006) argument that the SSM principles can be converted into a

situation-specific approach. Further, due to its flexibility, SSM, primarily through the

structured discussion in the focus group surrounding what the system should be doing

and the reality of the situation, made the deficiencies of the HA's current system

apparent to them and enabled them to recognise desirable and feasible changes.

The identified modifications have the potential to bring about positive change in the

HA in both their learning and the way in which they approach the repair process.

Whilst the researchers have suggested potential changes that the HA may find useful

as a means of assisting the HA in achieving their aims, it is the HA who will decide on

which options are desirable and feasible to them and what changes they will make. In

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Hopkin, Lu, Rogers and Sexton

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a practical sense, the findings show that the principles of SSM can aid any HA who is

seeking to improve (to meet challenges) but have no clear improvement opportunities.

ACKNOWLEDGEMENTS

The authors thank National House Building Council and the Engineering and Physical

Sciences Research Council (grant: EP/G037787/1) for their funding and support.

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